[case] CRM for a short-video agency · TikTok / Reels / Shorts · ВІРАЛ (під NDA)
CRM for a content agency: a video pipeline, approvals, and an AI virality studio — VIRAL case study
Custom CRM for a video pipeline + a review player with versions + an AI studio · ВІРАЛ (під NDA)
[01] challenge
What the project had to solve
A content agency runs more than 14 brands — from a coffee shop and beauty to an online school and personal brands — and produces short video for them across TikTok, Reels, and Shorts. Production is a pipeline: idea, script, shoot, edit, client approval, publish. The problem wasn't the people, it was the tools. Tasks lived in one service, files in another, the content plan in Google Sheets, and video approvals in messengers: "remove the subtitle at second 8" typed into a chat, with no versions or timecodes. Videos got lost between stages. Nobody saw the whole picture — who has what in progress and what's publishing this week across all clients at once. The agency grew, and the chaos grew faster than revenue. They needed one system for the entire short-video pipeline — and, separately, a tool that helps make videos that take off.
[02] solution
What we did — and why
Clients as brands, not rows in a spreadsheet. A card for each brand: niche, TikTok/IG handles, plan, active videos this month, followers with growth, account manager. The owner sees the agency's whole portfolio on one screen. Projects with video folders and the brief at hand. A project with a goal (18 videos, 500K views), a team, and progress. Inside — video folders by rubric, each with a status (Draft / Editing / In Review / Scheduled / Published) and views. Alongside — the brief, tone of voice, references, and brand colors. An editor opens the project and has everything without asking in chat. Pipeline tasks: project → task → subtask. A ClickUp-style hierarchy with a progress bar and stages Idea/Script → Shoot → Edit → Approval → Publish. You can see exactly where each video is stuck. A day-by-day content timeline. A feed of the month's days with a 9:16 thumbnail of the video going out that day: time, platform, status, and for published ones — real views. You see the publishing rhythm and the gaps before they become a problem. A video approval board — instead of edits in messengers. A Frame.io-level review mode: a vertical 9:16 player, v1/v2/v3 versions, comments tied to a timecode, comment statuses, and "Approve" / "Needs changes" buttons. Team and client work from one source of truth. AI studio — a separate module for virality. A trend radar pulls in current TikTok trends and ranks them by relevance to the clients' niches, shows the trend's stage, and a "catch it within 2 days" window. A virality forecast scores a draft 0–100 with a breakdown by factors (hook strength, retention, trend fit) and concrete tips. A hook and script generator outputs 4–5 hook variants and a script structure tailored to the client. Comment analysis surfaces audience sentiment, recurring requests, and ideas for new videos. How we built it: a CRM from scratch for the pipeline + a review player with versions and timecode comments + the AI studio, with data on the agency's server. Development was led by our developer paired with AI-assisted development.
project frames
[03] result
→ The entire short-video pipeline in one window: clients, projects, tasks, content timeline, approvals — without a zoo of five services → Video approval with versions and timecodes instead of edits lost in messengers → An AI studio for virality: trends, forecast, hooks, and audience analysis — before publishing, not after → Pricing: $300 for the CRM system + $1,000 for the AI add-on. The base CRM covers operations, the AI studio is an upgrade as you grow
Brands in progress
14+
CRM system
$300
AI add-on
$1000
Approval
версії + таймкод
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